The controller of personal data processed for participant registration and the technical, administrative and financial organisation of REMAT2026 is Centrum Transferu Technologii INTech Sp. z o.o. (INTech), ul. Okólna 2, 50-422 Wrocław, Poland, KRS 0000518315, NIP 8992756187, REGON 022468631.

For questions about this Privacy Notice or to exercise your data protection rights, contact: info@remat2026.eu.

The scientific organisers of REMAT2026 are the Institute of Low Temperature and Structure Research of the Polish Academy of Sciences (INTiBS PAN), the University of Palermo (UNIPA) and Vilnius University (VU). They are responsible for the scientific and academic aspects of the conference, including the programme, abstracts and presentations. INTech provides technical, administrative and financial support for the event. The respective data protection roles of the institutions depend on the purposes and means of processing carried out by each institution.

We process personal data, as applicable, for the following purposes:

• to handle registration, administer participation, communicate practical information about the conference and prepare participant lists, where processing is necessary to take steps at the participant’s request or to perform the arrangements for participation (Article 6(1)(b) GDPR), or where necessary for our legitimate interests in organising and administering the conference (Article 6(1)(f) GDPR);
• to process payments, issue invoices and maintain accounting records in order to comply with legal obligations (Article 6(1)(c) GDPR);
• to respond to enquiries and manage conference-related correspondence, where necessary for the administration of the event and our legitimate interests (Article 6(1)(f) GDPR);
• to document and promote REMAT2026 and its activities, maintain an archive of the event, and prepare informational or promotional materials, including through photographs or recordings, where an appropriate legal basis applies. Where consent is required, it will be requested separately;

Where we rely on legitimate interests, those interests include the effective organisation, administration and security of the conference, including the practical arrangements needed to admit registered participants to the opening venue, provided they are not overridden by the rights and freedoms of the data subject.

Depending on the registration form and your participation, we may process your name, affiliation, position or academic title, contact details, registration and presentation information, organisational preferences you provide, payment and invoicing information, and correspondence relating to the conference. We collect only data relevant to the purposes described in this Notice.

Access to personal data may be given to authorised personnel involved in organising the conference; the Institute of Low Temperature and Structure Research of the Polish Academy of Sciences (INTiBS PAN), the University of Palermo (UNIPA) and Vilnius University (VU), to the extent necessary for the scientific programme and participation arrangements; and service providers supporting the event, such as website hosting, registration, email, payment and accounting providers.

Such providers may process data only to the extent necessary for their services and under appropriate contractual and legal safeguards. In order to arrange admission to the opening venue, relevant participant details will also be provided to the administration of Palazzo dei Normanni for the purpose of authorising participants to enter the premises at the start of the conference. Data may also be disclosed to public authorities where required by law.

The REMAT2026 website is hosted on servers located in Poland by IBC.PL. This hosting arrangement is within the European Economic Area (EEA). Other service providers used in connection with the conference may process personal data outside the EEA.

If such a transfer takes place, it will be made only in compliance with Chapter V of the GDPR, using an applicable adequacy decision or other appropriate safeguards where required. You may contact us at info@remat2026.eu for further information about relevant safeguards.

We retain personal data for as long as necessary to administer the conference and deal with related enquiries. After the event, data may be retained for the periods required by applicable law or for as long as necessary to establish, exercise or defend legal claims.

Invoices and accounting records are retained for the periods required by applicable accounting and tax laws. The retention period for any particular record depends on the purpose for which it is processed and the applicable legal requirements.

Subject to the conditions set out in the GDPR, you may have the right to request access to your personal data, rectification, erasure, restriction of processing, and data portability. You may also object to processing based on legitimate interests.

Where processing is based on consent, you may withdraw your consent at any time; this does not affect the lawfulness of processing carried out before withdrawal. To exercise your rights, contact info@remat2026.eu.

You have the right to lodge a complaint with a competent data protection supervisory authority if you believe that the processing of your personal data infringes the GDPR. In Poland, the supervisory authority is the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych, UODO).

Certain data are necessary to process your registration, administer your participation or issue an invoice. If you do not provide the required information, we may be unable to complete the relevant activity. Any data requested for an optional purpose will be identified as such when collected.

Photographs and other audio or video recordings may be made during REMAT2026 for the promotional, archival, informational and documentary purposes of the conference and its organisers.

They may be used to document the event, preserve a record of its activities, report on the conference and promote REMAT2026 and future related activities, including through conference or organiser websites, social media and other communication materials.

The legal basis for taking and using identifiable images or recordings will depend on the specific circumstances and use. Where consent is the applicable legal basis, it will be requested separately and may be withdrawn. Participants will be provided with practical information about photography and the use of images and recordings in connection with the event.

We do not use personal data collected for REMAT2026 to make decisions based solely on automated processing, including profiling, that produce legal effects concerning you or similarly significantly affect you.

This Privacy Notice may be updated where necessary to reflect changes in the organisation of REMAT2026 or the processing of personal data.